WEBINAR PLANNER LIMITED
PRIVACY POLICY
- Who We Are
Webinar Planner Limited (“we”, “us”, or “our”) provides webinar organisation, customer relationship management, and business messaging services.
This policy covers webinarplanner.org, app.webinarplanner.org, and the related services we provide.
Registered address: [Insert registered address]
Privacy contact: [Insert monitored email address]
We act as a data controller when deciding how to use information for our own business activities, including account administration, enquiries, billing, and events we organise directly.
When a business client uses our services to manage its customers, webinar participants, or WhatsApp conversations, we generally process that information on the client’s instructions. The client’s privacy notice also applies to that processing.
- Information We Process
Depending on the services used, we may process:
• Names, email addresses, telephone numbers, and business details.
• Account details, user roles, and support correspondence.
• Webinar registrations, attendance information, and event preferences.
• Customer contact records and information supplied by our clients.
• WhatsApp Business Account identifiers, business phone numbers, message content, shared attachments, and message delivery information.
• Subscription, invoice, and transaction records.
• IP addresses, browser information, and service activity or security logs.
We obtain information directly from individuals, from our business clients, through use of our services, and through authorised integrations such as the WhatsApp Business Platform.
- How We Use Information
We use information to:
• Provide and administer our services.
• Organise webinars and communicate relevant event information.
• Display and manage customer conversations in a shared inbox.
• Send replies, reminders, and authorised automated follow-ups.
• Provide support, manage billing, and resolve service problems.
• Protect accounts, prevent misuse, and maintain service security.
• Meet applicable legal obligations.
For processing where we act as controller, our legal bases, where applicable, are performance of a contract with the individual, legal obligations, consent, and legitimate interests in operating and securing our business. We assess legitimate interests against individuals’ rights.
Where consent is required, individuals may withdraw it. Withdrawal does not affect processing that was lawful before withdrawal.
- WhatsApp and Meta Platform Data
We use information received through authorised Meta integrations to provide the requested business messaging services.
Clients are responsible for having permission to contact recipients and for providing appropriate privacy information. We require clients to respect opt-out requests and applicable WhatsApp messaging rules.
Recipients can request that a business stop messaging them by replying STOP or contacting that business directly.
We do not sell Meta Platform Data or use client conversations for unrelated advertising. WhatsApp and Meta also process information under their own applicable terms and privacy policies.
- Sharing Information
We share information only as necessary with:
• Authorised personnel providing the service.
• The relevant business client and its authorised users.
• Providers supporting hosting, messaging, communications, payments, and technical support.
• Authorities or professional advisers when necessary to meet legal obligations or protect legal rights.
Our confirmed provider details are:
[Insert provider legal names, services, processing countries, and applicable roles. Confirm Wamatrix, Hostinger, and Meta/WhatsApp details before publication.]
A provider may act as our processor or as an independent controller depending on the service and applicable terms.
- International Processing
Information may be processed in countries where our approved providers operate.
Processing locations: [Insert confirmed countries.]
Where applicable law restricts international transfers, we will use an appropriate transfer mechanism, such as an adequacy decision or applicable contractual safeguards, and carry out required assessments. Information about relevant safeguards can be requested using our privacy contact.
- Retention and Deletion
We retain information only for the purposes described in this policy, subject to applicable legal requirements and client instructions.
Our retention periods are:
• Account and customer messaging records: [Insert period and starting event].
• Webinar registration and attendance records: [Insert period].
• Billing and accounting records: [Insert applicable statutory period].
• Security and support records: [Insert period].
• Backup copies: [Insert deletion cycle].
To request deletion, contact [Insert privacy email] with the subject “Data Deletion Request” and enough information to identify the relevant account or record. Do not send passwords or access tokens.
We may verify identity before acting. Where we process information for a client, we will refer the request to that client and assist it as appropriate. Information retained for legal obligations will be restricted to that purpose.
- Security
We apply technical and organisational safeguards appropriate to the nature and risks of the processing.
Confirmed safeguards: [Describe actual access controls, encryption, authentication, backup, monitoring, and incident-response measures.]
No online service can guarantee absolute security.
- Your Rights
Depending on applicable law, you may request access, correction, deletion, restriction, or portability of your personal information, object to certain processing, and withdraw consent.
Contact [Insert privacy email] to exercise your rights. We respond within applicable legal time limits.
You may also complain to the relevant data protection authority, including the UK Information Commissioner’s Office where UK data protection law applies.
- Cookies
We use cookies or similar technologies as described in our cookie notice: [Insert cookie notice URL and confirmed categories].
Where required, optional analytics or advertising technologies will only operate after consent. You may change your choices through [Insert consent-settings method].
- Changes
We may update this policy to reflect changes in our services or practices. We will update the effective date and provide additional notice where required.
WEBINAR PLANNER LIMITED
DATA PROCESSING AGREEMENT
Effective date: [Insert date]
- Parties and Scope
This Data Processing Agreement (“DPA”) forms part of the service agreement between:
Client: [Insert client legal name and address] (“Controller”); and
Webinar Planner Limited, of [Insert registered address] (“Processor”).
It applies where Webinar Planner Limited processes personal data on the Client’s behalf to provide webinar administration, CRM, and business messaging services.
It does not cover processing for which Webinar Planner Limited independently acts as controller.
“Applicable Data Protection Law” means the data protection legislation applicable to the processing, including the UK GDPR, Data Protection Act 2018, and EU GDPR where applicable.
- Processing Details
Subject matter: Delivery of the services selected by the Client.
Purpose: Managing webinar participants, customer records, communications, support conversations, and authorised follow-ups.
Activities: Collection, recording, organisation, storage, retrieval, transmission, updating, and deletion.
Individuals: The Client’s customers, prospects, webinar registrants, participants, staff, and authorised users.
Data: Names, contact details, registration and attendance records, customer records, WhatsApp identifiers, messages, attachments, delivery information, and relevant service logs.
Duration: The service agreement term, followed by the agreed return and deletion period.
Sensitive data: Not intended for routine processing. Any processing of special-category or criminal-offence data requires a separate written assessment, instructions, and appropriate safeguards.
- Client Responsibilities
The Client determines the purposes of processing and is responsible for lawful instructions, an appropriate legal basis, privacy notices, required permissions, and the accuracy and relevance of information it supplies.
The Client must comply with applicable messaging requirements, including recipient permission and opt-out requests.
The Client may issue documented instructions, request information about processing, and exercise the oversight rights in this DPA.
- Instructions and Confidentiality
The Processor shall process personal data only on the Client’s documented instructions, including regarding international transfers, unless applicable law requires otherwise. Where legally permitted, it shall inform the Client of that requirement before processing.
The Processor shall immediately inform the Client if it considers an instruction to infringe Applicable Data Protection Law.
Persons authorised to process Client data shall be bound by confidentiality obligations. The Processor shall not sell Client data or use it for its own unrelated marketing.
- Security
The Processor shall implement and maintain measures appropriate to the processing risks and applicable security requirements.
Before this DPA takes effect, the parties shall complete Schedule A with the actual measures covering access control, confidentiality, secure transmission and storage, system resilience, restoration, security testing, and incident response.
- Sub-processors
The Client authorises only the sub-processors listed in completed Schedule B.
The Processor shall give at least [Insert agreed notice period] written notice of proposed additions or replacements, allowing the Client to object on reasonable data protection grounds before the change.
If an objection cannot be resolved, the parties shall agree an alternative or end the affected service before the new sub-processor processes the relevant data.
The Processor shall impose equivalent data protection obligations on each sub-processor and remain responsible to the Client for that sub-processor’s performance of those obligations.
- Assistance and Incidents
Taking account of the processing and information available, the Processor shall assist the Client with individual rights requests, security obligations, breach notifications, data protection impact assessments, and required consultations with supervisory authorities.
The Processor shall notify the Client without undue delay after becoming aware of a personal data breach affecting Client data. It shall provide available details about the incident, affected data, likely consequences, mitigation, and a contact point, with further information as it becomes available.
It shall promptly forward rights requests relating to Client data and shall not respond substantively without Client instructions unless legally required.
- International Transfers
The Processor shall make restricted international transfers only on documented instructions and with safeguards required by Applicable Data Protection Law.
Where necessary, the parties shall separately complete the applicable EU Standard Contractual Clauses, UK International Data Transfer Agreement, or UK Addendum and required transfer assessments. This DPA alone does not establish those transfer safeguards.
- Information and Audits
The Processor shall provide information reasonably necessary to demonstrate compliance and allow and contribute to audits and inspections by the Client or its appointed independent auditor.
The parties shall coordinate reasonable notice, confidentiality, and protection of other clients’ information. These arrangements shall not prevent legally required or urgent oversight.
- Return and Deletion
At the end of the services, the Processor shall, at the Client’s choice, return or delete Client personal data and delete existing copies unless applicable law requires retention.
Pending deletion, backup data shall remain protected, be put beyond routine use, and be used only where necessary for restoration or legal obligations. Any restored data remains subject to deletion instructions.
The Processor shall confirm completion on request.
- Priority and Acceptance
This DPA prevails over conflicting service terms concerning processing of Client personal data. Mandatory law and applicable standard transfer clauses prevail where required.
This DPA becomes binding through signature or express incorporation and acceptance within the parties’ service agreement.
Confirm the actual roles and contractual details of Wamatrix, Hostinger, and Meta/WhatsApp. List them as sub-processors only where they perform that role for the relevant processing.
WEBINAR PLANNER LIMITED
TERMS & CONDITIONS
Effective date: [Insert date]
- About Us and These Terms
These Terms govern your use of webinarplanner.org, app.webinarplanner.org, and services provided by Webinar Planner Limited (“we”, “us”, or “our”).
Registered address: [Insert registered address]
Company registration number and jurisdiction: [Insert details]
Contact email: [Insert support email]
By accepting these Terms when registering, placing an order, or entering into a service agreement, you agree to be bound by them. If acting for a business, you confirm that you are authorised to bind that business.
- Our Services
We provide webinar organisation and related services, together with customer relationship management and business messaging tools where included in your selected package.
The features, deliverables, event dates, usage limits, fees, and support arrangements applicable to your purchase will be stated in the relevant order, subscription plan, or written agreement.
Any separately agreed written terms prevail over these Terms for the matters they expressly cover.
- Accounts and Access
You must provide accurate registration information and keep it current.
You are responsible for protecting your login credentials, managing authorised users, and promptly notifying us of suspected unauthorised access.
You must not share access in a way that breaches your plan, impersonate others, or attempt to access another customer’s information.
- Your Responsibilities
You are responsible for the content, contact lists, instructions, and other materials you provide or upload.
You must have the rights, permissions, and lawful grounds necessary for us to process those materials and deliver the requested services.
You must not use our services to:
• Send spam, deceptive messages, or unlawful communications.
• Harass, threaten, defraud, or impersonate another person.
• Infringe intellectual property, privacy, or other rights.
• Distribute malware or interfere with service security.
• Collect information without appropriate authorisation.
• Promote prohibited activities or evade platform restrictions.
- WhatsApp and Other Integrations
Features involving WhatsApp or other third-party services depend on the availability, approval, and terms of those providers.
You are responsible for obtaining required recipient permissions, honouring opt-out requests, and complying with applicable messaging and template requirements.
You must authorise any business account connected to our services and maintain the access necessary for the integration.
We do not guarantee Meta approval, business verification, template approval, uninterrupted third-party access, or delivery of every message.
Third-party providers may change their features, pricing, policies, or access conditions. We will communicate material effects on your purchased services where reasonably practicable.
- Webinar Services
The scope of each webinar project, including scheduling, speakers, registration, production, and technical support, will be agreed in writing.
You must supply required content, approvals, and access by the agreed deadlines. Delays may require a revised schedule or additional charges agreed with you in advance.
We do not guarantee attendance numbers, sales, leads, or other commercial outcomes unless expressly agreed in writing.
Recording, publication, and reuse of webinar content must be agreed in advance. The parties will identify who is responsible for participant notices, permissions, and speaker rights.
- Fees and Payment
Fees, currency, taxes, payment dates, and any third-party usage charges will be disclosed before purchase.
We will not apply a price increase retrospectively. For ongoing subscriptions, we will provide [Insert notice period] notice before a price change and allow cancellation before the new price takes effect.
If payment remains overdue, we may suspend paid services after giving notice and a reasonable opportunity to resolve the matter.
- Cancellation and Refunds
Subscription cancellation takes effect [Insert timing]. Access continues until [Insert applicable date or rule].
Subscription refunds: [Insert actual refund policy].
Webinar cancellation or rescheduling by a client: [Insert notice periods, charges, and treatment of committed third-party costs].
If we cancel a paid service and cannot provide an agreed alternative, we will refund amounts paid for the service we do not deliver.
Nothing in these Terms removes mandatory cancellation, refund, or other consumer rights where they apply.
- Privacy and Data Processing
Our Privacy Policy explains how we handle personal information for our own business purposes.
Where we process personal data on your behalf, the Data Processing Agreement incorporated into your service agreement governs that processing.
You remain responsible for determining the purposes of your customer communications and providing the notices and permissions required for your activities.
Information about deletion and retention is set out in the Privacy Policy and applicable Data Processing Agreement.
- Intellectual Property
You retain ownership of content and materials you provide.
You grant us a limited right to use, store, reproduce, and transmit those materials only as necessary to perform the services and follow your lawful instructions.
Our software, branding, documentation, and other original materials remain our property or that of our licensors.
Ownership and permitted use of bespoke webinar recordings, designs, or other commissioned deliverables will be stated in your written order.
We will obtain your permission before using your name, logo, or non-public content in our marketing.
- Availability and Support
We will provide services with reasonable care and skill. Maintenance, internet problems, and third-party interruptions may affect availability.
Support contact: [Insert email].
Support hours and any agreed service levels: [Insert details].
We do not promise continuous availability or a particular response time unless included in a written service commitment.
- Suspension and Termination
We may restrict access where reasonably necessary to address a security threat, unlawful use, material breach, or a binding legal or platform requirement.
Where appropriate, we will explain the reason and give you an opportunity to remedy the issue. Immediate action may be necessary to protect users, data, or the service.
Either party may terminate for a material breach that is not remedied within [Insert period] after written notice, where the breach can be remedied.
On termination, outstanding valid charges remain payable. Data return and deletion will follow the applicable Data Processing Agreement and retention rules.
- Liability
Neither party excludes liability that cannot lawfully be excluded or limited, including liability for fraud or fraudulent misrepresentation.
For business customers, subject to the above and any separately agreed terms, each party’s total liability arising from the services is limited to [Insert an agreed liability cap].
Any exceptions to that cap, including for confidentiality, data protection, or intellectual property obligations, must be specified in the written service agreement.
Neither party is responsible for losses caused by the other party’s unlawful actions or failure to follow reasonable instructions.
Mandatory consumer protections remain unaffected.
- Events Outside Our Control
A party will not be responsible for a failure caused by an event beyond its reasonable control, provided it promptly informs the other party and takes reasonable steps to reduce the effects.
If such an event prevents delivery for a prolonged period, the parties will discuss rescheduling or termination and the treatment of fees for undelivered services.
- Changes to These Terms
We may update these Terms and will notify existing customers of material changes before they take effect.
Changes will not retrospectively alter an agreed order. Where a material change adversely affects an ongoing subscription, customers may cancel before it takes effect.
- Governing Law and Disputes
These Terms are governed by the laws of [Insert jurisdiction].
The courts of [Insert jurisdiction] will have jurisdiction, subject to any mandatory rights allowing consumers to bring proceedings elsewhere.
Please contact us first so that we can try to resolve a concern fairly.
- Contact
Webinar Planner Limited
Website: https://webinarplanner.org
CRM: https://app.webinarplanner.org